Operations Coordinator

If you’re passionate about future-focused innovation and joining a team where your ideas are valued and your skills are honed, we invite you to join Ultrafabrics as we reshape the world of high-tech performance fabrics.

At Ultrafabrics, we combine high-performance, comfort, and sustainability to support the visions of leading designers and manufacturers in over 10 global industries.

1. Position Summary

This role will help support daily warehouse operations for two North American 3PL distribution centers. Acting as a liaison between the 3PL warehouse and internal teams, such as Customer Success, Program Management, Finance, Quality, and Production Planning, this role ensures smooth communication and efficient operations. The position requires strong organizational skills, problem-solving abilities, and collaboration across departments to enhance operational efficiency and customer satisfaction.

2. Principal Responsibilities/Duties

2. Principal Responsibilities/Duties

• Oversee vendor and customer returns, providing daily direction to 3PL warehouses to ensure timely and accurate handling of returns, including verifying returned items, updating inventory systems, and communicating with vendors or customers.
• Maintain and update quarantine stock reports, identifying reasons for quarantines (e.g., damaged goods, quality issues, or discrepancies), and providing detailed resolutions and corrective actions to release quarantined stock.
• Arrange approved stock transfers between warehouses, ensuring accuracy in inventory levels, appropriate documentation, and seamless processing. Assist with inventory adjustments when discrepancies are found and ensure proper reporting of changes.
• Assist in reviewing and ensuring compliance with customer routing guides and shipping documentation, addressing any discrepancies to ensure outbound shipments meet all requirements.
• Research and respond to internal and customer inquiries regarding product availability, order status, shipment tracking, and returns, providing clear and timely updates to maintain customer satisfaction.
• Develop and maintain a comprehensive packaging data matrix for products, ensuring packaging specifications and requirements are followed consistently across all shipments, with updates as needed.
• Investigate and resolve warehouse errors, collaborate with the warehouse team to ensure corrective actions are taken, and ensure that returns are processed according to company policies.
• Assist with maintaining and updating customer master data and item master records in the system to ensure accurate and consistent product and customer information.
• Assist with verifying freight invoices and investigating discrepancies between quoted and actual carrier charges, ensuring accurate billing and timely resolution of any issues.
• Investigate and resolve discrepancies between shipping quotes and final invoices by working with freight carriers, internal finance, and customer service teams to ensure accurate billing and prevent overpayments or underpayments.
• Manage inquiries related to freight shipments, including UPS, FedEx, and other carriers, tracking shipments, resolving delays, and providing timely updates to customers regarding their shipments.
• Provide coverage for colleagues during absences or peak times, ensuring the operations department continues to function smoothly by assisting with administrative tasks as needed.
• Maintain updated contact cards for customers and vendors in the system, ensuring accurate records are available for communications.
• Review and verify pick tickets to ensure they match customer orders and inventory levels before shipments are processed.

3. Critical Challenges

Understanding the Company’s structure, keeping up with the pace, being able to multi-task. Must know how to prioritize.

Must be detail oriented.

4. Unique Knowledge & Skills

• Bachelor's degree in Business Administration, Supply Chain Management, Logistics, or equivalent professional experience
• Proven experience (2 years) in warehouse and distribution or customer service focused roles
• Knowledge of supply chain management principles and best practices.
• Familiarity with warehouse management systems (WMS), inventory management software, and transportation management systems (TMS).
• Excellent analytical and problem-solving abilities.
• Exceptional organizational and time management skills.
• Effective communication and interpersonal skills, with the ability to collaborate across departments and with external partners.
• Strong business acumen and strategic thinking capabilities.

5. External Contacts

Interacts with: Vendors and Banks

6. Internal Contacts

Interacts with: Managers, CFO, CEO, and President of the Company. Will also interact with all employees as needed.

7. Problem Solving & Decision Making

What types of decisions are referred to the next level?

Invoice approvals, stop payments, unusual bank activity